TranscribeAI Frequently Asked Questions

Can multiple users in the same clinic use TranscribeAI at once?
Yes. TranscribeAI is designed to handle simultaneous usage. Each recording session is specific to the user who initiates it, and all audio is processed independently. As long as your clinic has a stable internet connection, multiple users can record in different SOAPs at the same time without any impact on performance.

How long should a recording session be?
​While there’s no enforced time limit, we strongly recommend keeping sessions around 20–25 minutes. Once you pass the 30-minute mark, you may encounter delays in transcription generation, memory-related issues, or syncing problems. For longer appointments, the best practice is to stop and start a new session. Each session will appear as a separate entry in the SOAP.

Can I pause a session and resume it later?
​You can, but we recommend against using the pause button unless absolutely necessary. Paused sessions retain the entire audio in memory, and the longer they stay open, the more likely you are to experience performance issues or even data loss. If you need to step away or look something up, stop the recording and start a new one.

What happens if I navigate away before syncing?
​If you leave the SOAP before stopping and syncing your TranscribeAI session, there’s a risk you’ll lose any captured text. We always recommend stopping the session, reviewing the transcription, clicking “Sync to Fields,” and saving the SOAP before clicking away or closing the tab. While Shepherd may sometimes recover your work, this isn’t guaranteed.

What kind of mic can I use?
​You can use built-in microphones, Bluetooth headsets, USB mics, or even clip-on lavalier mics. Chrome is the best browser for optimal compatibility. Regardless of device, always confirm that the mic is selected and working by checking the wave animation and real-time audio display before starting a session.

Does TranscribeAI store audio recordings?
​No. The audio is securely processed by a third-party transcription service and then discarded. Only the transcribed text is saved in Shepherd. This ensures client privacy while still preserving all relevant medical information.

Will TranscribeAI understand clients speaking in another language?
​No. It expects English input. While AI Insights and DiagnoseAI can translate text to other languages like Spanish, French, and German, the real-time transcription itself works best when the audio is in English. If a client speaks another language, we recommend summarizing the key details in English aloud for the AI to capture.

Can it translate Spanish input into English?
​Not yet. TranscribeAI is not designed to understand non-English audio. However, you can use AI Insights after the session to translate written SOAP text into Spanish for client communication.

Can only the person who recorded the session see the transcript?
​That depends. Once a recording session is synced to the SOAP, the content is visible to all users with access to that SOAP. However, if the user does not sync their session and only saves it in their profile under “My Profile > Transcripts,” it will remain private.

What happens to transcripts if an employee leaves the clinic?
​If the transcription was synced to the SOAP, it stays with the patient record. But if it wasn’t synced and only lived under the user’s profile, it won’t be accessible once that user account is deactivated. We recommend syncing all sessions before deactivating accounts.

Can AI-generated content push treatments or prescriptions into the invoice?
​Not currently. While TranscribeAI can recognize spoken references to medications or treatments, it does not yet have the ability to automatically create billable items or push them to the invoice. This is a feature under discussion for the future.

What happens if both a tech and a doctor record history for the same SOAP?
​Each session is processed separately. That means repeated information may show up again in the same field. TranscribeAI separates entries using dividing lines, so you’ll be able to tell them apart. You can always edit the final version or use AI Insights to remove redundant entries.

Can I return to the SOAP later to review and edit transcriptions?
​Yes, as long as you have stopped the session and synced it. Once synced, the content becomes part of the patient record and can be edited like any other SOAP entry. However, AI Insights is only available during an active recording session and closes once you confirm and save.

Does TranscribeAI learn from my usage over time?
​Somewhat. AI Insights can learn patterns based on your inputs and preferred style over time. However, TranscribeAI’s transcription model itself does not currently learn or adapt to individual clinics or users. Broader model improvements may appear in future updates as we gather more usage data.

Can I use clinic shortcuts like /discharge inside TranscribeAI?
​Yes, but only when typed. Spoken shortcut triggers like “insert shortcut” aren’t supported yet. You can use your existing shortcuts during the manual editing phase, especially before clicking “Sync to Fields.”

Why does interpretation sometimes show up in the Physical Exam section?
​If interpretive language directly follows objective findings (e.g., “abdomen is distended, likely fluid buildup”), TranscribeAI may place both in the Physical Exam section. To help with accurate placement, pause between objective notes and your interpretation, or say something like, “My concern is…” to signal a transition.

Can it handle multi-pet appointments?
​Not yet. TranscribeAI is currently limited to one SOAP per session. If you’re seeing multiple pets, start a separate SOAP and recording for each one. This ensures all entries remain tied to the correct patient.

Can I view the full transcript text later?
​Yes. You can view saved transcripts either from within the SOAP (during or after review) or by going to “My Profile > Transcripts.” Each session is saved under your user profile.

Can I access AI Insights after syncing the SOAP?
​No. AI Insights is only available while the recording session is still open. Once you click Confirm & Save, the session ends and AI Insights closes. If you need additional help after that point, you can use DiagnoseAI.

Can I start a recording on one device and finish on another?
​No. Each session is tied to the device and user that started it. To switch, stop the session and begin a new one on the new device or under the new user.

Will TranscribeAI duplicate findings if I duplicate a past exam template?
​If you load a past exam and then run TranscribeAI, the AI-generated exam will be added below the existing content with a dividing line. You can delete or clean up any duplicates manually during review.

Will it assign a diagnosis?
​No. TranscribeAI will not assign diagnosis codes or place entries into the Dx field. It may recognize and summarize your verbal assessment, but you’ll still need to manually select a diagnosis if required.

Can it generate precise treatment lines like “Cerenia 1 ml SQ RH at 10:20 PM by Dr. SS”?
​Only if you speak that exact sentence aloud. The more structured your spoken command, the more accurate the transcription. You can then use AI Insights to clean up or reformat that entry if needed.

Can I format AI-generated text before syncing it to the SOAP?
​Yes. You can revise anything within AI Insights before clicking “Sync to Fields.” You can also insert your own clinic shortcuts, bullet points, or clarifications at this stage to ensure the final entry reflects your preferences.

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